Why are my invoice totals different in Autotask and QuickBooks?
Question
Why are my invoice totals different in Autotask and QuickBooks? They are off by a penny or more.
Environment
- Autotask
- QuickBooks Desktop
Answer
The penny discrepancy you see is a common occurrence when transferring invoices from Autotask to Quickbooks (Desktop or Online). This is due to the differences in rounding between the two programs.
Autotask stores billable amounts using 4 decimal places, and transfers 4 decimal places to Quickbooks. The amounts for billing items in Autotask are rounded to two decimal places once they are approved and posted.
Because invoice totals are calculated after approving and posting, totals are calculated based on the rounded amounts that appear on the invoice. Invoices in Autotask display totals based on the 2 decimal point rounding, and invoices in Quickbooks display totals based on the 4 decimal point rounding.
The following setting only applies for Quickbooks Desktop. It will not impact Quickbooks Online.
To help avoid this penny rounding difference, we recommend enabling the system setting "Billable Hours: Display 4 decimal places on invoices and transfer 4 decimal places to QuickBooks (Desktop) instead of 2 decimal places." When enabled, Billable Hours are displayed on the invoice with 4 decimal places. Quantity is rounded to 2 decimal places. Rate and Billable Amount always display 2 decimal places on the invoice.
The following article from Intuit explains this further: https://quickbooks.intuit.com/learn-support/en-us/payroll-taxes/why-do-i-occasionally-notice-penny-rounding-differences/00/370609
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